Vessel Operations Agent Assistant

Specific Essential Job Duties

The Vessel Operations Agent Assistant provides administration support and administrative assistance that is is key to the efficient operations of the unit, department, and the company. The Vessel Operations Agent Assistant is responsible for assisting the Vessel Agents and Coordinators with ship files and daily office tasks; gathering and summarizes data. Serves as a liaison between Agents, the office and corporate functions. May be assigned to various general office functions as well as boarding vessels assigned to the Port Office. Duties include but are not limited to:

• Works under the direction of the Port Manager and / or Operations Manager.
• General clerical duties including photocopying, filing, fax, mailing, greeting visitors, answer and screen phone calls.
• Resolve administrative problems and inquiries.
• Prepare and modify documents including correspondence, reports, drafts, memos and emails
• Board vessels in Port as needed.
• Assist Port / Operations Manager with planning and assigning weekly vessel rotation, billing procedures and completion of pro forma requests.
• Respond to all principal/customer inquiries in line with Corporate Operations Manual Policies or Principal Governing Working Instructions.
• Assist in the preparation of estimates of port costs.
• Established and maintain the marine vessel file insuring documentation is prepared in an accurate and timely fashion.
• Prepare/execute required governmental and agency documents for appropriate approvals and submission to marine vessel files.
• Communicate daily with principals/customers, marine vessel’s Master, Port Authority, Terminals and appropriate government authorities.
• Procure outside services at the direction of the Port / Operations Manager for assigned marine vessels.
• Makes required trips to United States Immigration Control, and U.S. Customs Office to ensure all necessary documentation is ready for arrivals and departures.
• Perform other related duties at the discretion of Port Operations Manager or other member of management team
  
  

Qualifications Required

• High school diploma or GED required.
• College courses highly preferred.
• Minimal One – two (1-2) years working directly in an administrative assistant capacity or an acceptable combination of work experience & education.
• Maritime and / or Agency experience highly preferred.
• Advanced verifiable experience with Microsoft Suite; Word, Excel, Outlook.
• Strong knowledge of general office procedures.
• Superior telephone manners and strong interpersonal skills.
• Strong written and verbal skills to communicate with all levels of the organization and its executive team.
• Strong customer service experience.
• Must be able to lift 50 pounds.
• Must have a valid driver’s license and clean / safe motor vehicle record.
• Must be able to obtain a Transportation Workers Identification Card (TWIC).
• Must have reliable transportation.
• Must be able to provide and maintain automobile insurance according to state laws.
• Must be available to work a flexible schedule based on business needs, including days, nights, weekends and some holidays with travel to and from the marine vessel while in Port.
• Not all aspects of the job are covered by the descriptions, other duties may be required.
• Position may change as the industry and technology evolve.
  
  

Working Conditions

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with certain disabilities to perform the essential functions.

General office setting, typically the employee may sit comfortably to perform the work, usually at a computer terminal – with short breaks or lunch period. However, there may be some bending/stooping, reaching above shoulder level, walking; standing; carrying of light items such as papers, books or packages of up to 25 pounds. Should be able to hear and speak clearly using phone/headset to communicate with customers; be able to navigate, view and enter information into the computer and be able to be sedentary for long periods of time.

Job involves

• Frequent and extensive walking, lifting, climbing, stooping, bending, and jumping.
• Frequent walking and standing
• Frequent climbing (gangway) up to heights of six feet or more
• Occasional exposure to outside weather conditions
• Frequent and proper lifting of up to 50 pounds.
  
  

Incumbent will be required to make numerous trips to the marine vessel during its time in port to handle any issues relevant to the efficient arrival and departure of the vessel.

Ability to work flexible, full-time schedule to include days, evenings, weekends and holidays.